Executive Secretary Job Description

May 14, 20120 Comments

Executive Secretary Job Description

The job of a Executive Secretary requires providing office and admin support services to senior management executives. It involves exposure to highly sensitive details and participation with superior contacts demanding considerable use of confidentiality, diplomacy, and judgment. The basic office responsibilities involve attending visitors, answering phone calls, performing projects, receiving and disseminating communication and mail, gathering details and producing diverse reports for management.

Duties and Responsibilities –

  • Performing various professional and management support responsibilities that are highly delicate and private.
  • Planning and managing preparations for professional events and conventions.
  • Coordinating in workplace management related activities for the professional, manager, or commission.
  • Composing memoranda and letters in response to questions.
  • Taking and transcription dictation on private and technical issues from the professional or manager.
  • Receiving and testing visitors and inbound calls, determining the priority issues, and providing aware messages to the professional or manager accordingly.
  • Reading and testing inbound reports and correspondence; creating initial evaluation and planning records.
  • Researching, producing, gathering, and planning delicate and private records, and briefing the professional or manager regarding content.
  • Reviewing, modifying, and modifying records developed for the signature of manager or professional.
  • Coordinating and assisting the professional or administrator’s schedule to organize events, sessions, and conventions.
  • Making routes, planning itineraries, planning, producing, and maintaining journey records and vouchers.
  • Recommending actions to be carried out for workplace expenses like supply and devices needs.

Skills and Specifications –

  • Knowledge of workplace processes, methods, and computer programs.
  • Ability to create index charts, demonstrations, directories, and excel spreadsheets.
  • Ability to meet work output deadlines and daily activities of the office.
  • Typing speed and be able to operate basic devices at the workplace.
  • Effective listening and spoken communication skills.

Education and Qualifications –

  • A High school diploma from an accredited institution.
  • Experience in Administrative support activities is an advantage.

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